Office Coordinator

Pathways Serious Mental Illness Society; Vancouver; On-site; CAD 45,000; Full time

Job summary

Join a dedicated team at a leading mental health organization as an Office Coordinator. This full-time role involves vital administrative support, data management, and finance tasks to assist families affected by serious mental illness. The ideal candidate has strong organizational skills and a commitment to inclusivity.

Qualifications

• Three years of administrative experience is crucial, preferably in a non-profit.
• Must be organized with a strong attention to detail.
• Ability to manage relationships and coordinate volunteers is an asset.

Responsibilities

• Manage front desk operations and provide administrative support.
• Process invoices and support budget reconciliation.
• Input donation and membership data, and assist with grant applications.

Skills

Organizational skills

Attention to detail

Relationship management

Education

Three years administrative experience

Non-profit experience

Tools

MS Office

Salesforce

Canada Helps

Canva

Teams

SharePoint

Job description

Direct message the job poster from Pathways Serious Mental Illness Society

(37.5 hours/week – Permanent, Full-time)

Join the small and dedicated team at Pathways! Pathways Serious Mental Illness Society provides education and support to families and friends who have a loved one with a serious mental illness.

As a member of the Pathways team, the Office Coordinator will ensure the efficient day-to-day operation of the Society’s office and supporting staff and volunteers to be successful in delivering services to families and friends affected by serious mental illness.

Key Areas of Responsibility include:

Administrative Support

• Greet visitors and manage front desk operations, phone calls and emails
• Provide administrative support for meetings
• Prepare monthly administrative, member and donor reports
• Assist with monthly newsletter content or logistics
• Support grant research and application preparation and tracking
• Compile stats for board reports or fundraising appeals
• Help plan or prep for upcoming programs, events and campaigns
• Coordinate recruitment, registration and recognition of volunteers
• Help coordinate special events

Data Entry & Filing

• Input donation and membership data
• Upload documents and contact information to shared drives or Salesforce
• Monitor and renew licenses or subscriptions
• Ensure document retention policies are followed

Finance & Budget

• Submit invoices and track office expenses
• Support monthly budget reconciliation
• Scan and file receipts and records for audit
• Processes one-time and monthly donations, issues, email tax receipts, record members, donors and sponsors information on database
• Prepares deposit slips and makes the deposit at the bank
• Administers petty cash according to established policies and procedures

Qualifications & Experience

• Three years administrative experience (Non-profit experience is an asset)
• Demonstrated ability to be organized with an attention to detail
• Ability to organize workload, set priorities and work independently
• Commitment to quality, equality, diversity, and inclusion
• Proficient with MS Office, Teams, SharePoint, Canada Helps, Salesforce, Canva (Proficiency with AI an asset)
• Excellent relationship management skills (Volunteer coordination an asset)
• Previous experience applying for grants is an asset
• Ability to work efficiently and keep personal information confidential

This position is Monday to Friday from 9 am to 5 pm, based in our North Vancouver office (Lower Lonsdale). Some weekend and evening hours may be required. Salary $45,000/year includes benefits.

Apply by June 4th with cover letter and resume toLiz Charyna, Executive Director [e-mail]

315 1st Street West

Thank you for your interest.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Mental Health Care

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